Executive Administrative Assistant

Compensation: $140,000 base salary, plus a performance bonus equal to 2.5% of the company's year-end incomeCompany Description: Sportscardyoda | A1 Submissions Group Inc. is New York City's premier sports card grading submission group and private consignment house, trusted by executives, athletes, celebrities, and auction houses since 2019. As the #1 PSA Authorized Dealer in NYC and a top 5 PSA vendor worldwide, the company is recognized for precision, discretion, and consistent results. The team delivers white-glove service, managing every stage of the submission process from card preparation and analysis to final PSA grading outcomes. Sportscardyoda also advises collectors on treating their collections as strategic financial assets and assists in acquiring rare, high-value cards. Client relationships are grounded in transparency, honesty, and reliable communication.Role Description: The Executive Administrative Assistant is a full-time, on-site role based in New York, NY, supporting leadership and keeping day-to-day operations running smoothly. The core of the job is executive support: managing calendars, scheduling meetings, coordinating travel, handling correspondence, and maintaining organized records and filing systems. The role also helps streamline workflows and supports special projects related to client engagements and internal initiatives. Because Sportscardyoda is a boutique, client-facing business, it carries real client-services and operational responsibility as well — answering client inquiries, processing PSA grading submissions, tracking billing and payouts, and supporting marketing efforts. This is a hands-on role with high-value collectibles and high-profile clients, requiring a high level of professionalism, attention to detail, and discretion when working with confidential information and high-profile clientele.Qualifications• Experience in executive administrative support — scheduling, travel, and project coordination for senior leadership• Strong written communication skills, including professional phone etiquette and client-facing email/DM correspondence• Proficiency in Excel (billing sheets, payout tracking, formulas) and standard office productivity tools• High level of organization, time management, and attention to detail across concurrent tasks• Ability to maintain confidentiality and discretion with sensitive information and high-profile clients• Comfort handling high-value collectibles and financial transactions (wires/payments)• Prior experience in a boutique, client-service, or luxury environment a plus• Interest in or knowledge of sports cards/collectibles a plus• Willingness to travel locally for client meetings, pickups, and drop-offs• Associate or bachelor's degree in Business Administration, Communications, or a related field preferredKey Responsibilities:Executive & Office Support• Manage leadership's calendar, scheduling, and travel coordination• Draft, format, and organize correspondence, documents, and records• Handle incoming phone calls and emails with professional etiquette• Prepare presentations or reports as needed• Maintain organized filing systems and streamline office workflows• Support special projects tied to client engagements and internal initiativesClient Communications• Respond to client inquiries via Instagram DM and email promptly and professionally• Coordinate scheduling for card drop-offs and pickups• Meet with clients in person to intake and return itemsFinancial & Billing Administration• Maintain and update PSA billing spreadsheets for clients• Build and manage auction consignment payout spreadsheets• Send outgoing wire payments and collect/process incoming client wiresSubmission & Order Processing• Enter cards accurately into PSA submission forms• Prepare and process card intake for grading submissions• Coordinate and manage outbound package shipments to clientsMarketing & Operations Support• Support marketing initiatives and content to grow brand visibility and consignment business• Assist in expanding website functionality• Help design and roll out a barcode-based tracking system for submissions and inventory• Support onboarding of new hires and run general business errands as neededWhat Success Looks Like• Leadership's calendar, travel, and correspondence run without friction• Smooth, responsive client communication across Instagram and email• Accurate, up-to-date billing and payout records• Reliable submission entry and shipment turnaround• Progress on marketing reach and consignment growth• A functioning barcode tracking system in place